DOCUMENT CONTROLLER

Qualifications and Experience: - Education: Bachelor's degree in engineering, construction management, or information/document management. - Experience: Minimum of 3–7 years in document control for large-scale engineering or construction projects, preferably under a client or PMC (Project Management Consultant) environment. - Software Proficiency: Demonstrated experience with Aconex, Procore, SharePoint, or other enterprise-level DMS platforms. - Knowledge: - Client and industry document control standards (e.g., ISO 9001, ISO 19650, BS 1192). - Engineering drawing and data management workflows. - Document numbering, metadata management, and revision control processes - FIDIC Key Skills and Attributes - Strong organizational and analytical skills with high attention to detail - Ability to interpret and apply client standards accurately - Excellent communication and interpersonal skills for cross-team coordination - Discretion and professionalism in handling confidential or contractual information - Proactive approach to process improvement and problem-solving - Proficient in Microsoft Office Suite and data reporting tools Purpose of the Role The Document Controller is responsible for establishing, implementing, and maintaining an effective document management system for the project, ensuring that all project documentation is properly controlled, traceable, and compliant with both project procedures and CLIENT's document control standards. This role ensures that accurate, up-to-date information is available to all project participants, supporting effective communication, coordination, and timely decision-making throughout all project phases. Key Responsibilities 1. Compliance with CLIENT's Standards - Implement and maintain document control processes strictly in accordance with the client's standards, specifications, and document management procedures. - Review and align the project's document control framework to meet or exceed client requirements. - Monitor all document control activities to ensure continuous compliance with client audit and report expectations. - Participate in CLIENT audits, reviews, and coordination meetings related to documentation and data management. - Ensure all documentation submitted to the client (e.g., transmittals, submittals, as-builts) meets formatting, metadata, and revision standards required by the client before release. 2. Document Management System (DMS) Administration - Establish and administer the Document Management System (Aconex, Procore, SharePoint, or equivalent) as per project and client specifications. - Maintain logical and secure document structures, access permissions, and metadata consistent with the approved Document Control Procedure. - Ensure that all stakeholders—client, consultants, contractors, and vendors—are properly onboarded and trained in DMS usage and document workflows. 3. Document Control Processes - Receive, review, log, distribute, and archive all incoming and outgoing project documents, ensuring proper version control and traceability. - Apply document numbering and classification in accordance with the project's and client's conventions. - Maintain up-to-date registers for drawings, technical documents, correspondence, and contractual documentation. - Control the issue and receipt of "Issued for Review," "Issued for Construction," and "As-Built" documents to prevent misuse of superseded versions. 4. Quality and Data Integrity - Verify that all documents are complete, consistent, and authorized prior to issue. - Ensure all documents comply with QA/QC requirements, project naming conventions, and CLIENT quality standards. - Conduct regular system checks and internal audits to validate compliance and identify areas for process improvement. - Support lessons learned and continuous improvement initiatives for document control practices. 5. Coordination and Communication - Serve as the primary point of contact for all document control-related matters between the client, project management office, consultants, and contractors. - Coordinate document review workflows among multidisciplinary teams, ensuring timely submission, review, and approval in line with project schedules. - Facilitate alignment between client and contractor document numbering, revision systems, and distribution matrices. - Support technical and administrative teams in locating, retrieving, and submitting controlled documentation efficiently. 6. Reporting and Performance Tracking - Generate and distribute weekly and monthly document status reports, showing progress against review timelines and submittal schedules. - Maintain a Master Document Register (MDR) in accordance with client and project requirements. - Report document control KPIs such as turnaround times, overdue items, and compliance percentages. - Highlight potential bottlenecks or systemic issues affecting document flow to project management. 7. Archiving and Project Closeout - Coordinate with the client to define archiving, retention, and handover requirements. - Prepare and deliver the final documentation package (as-built drawings, O&M manuals, warranties, certifications, test reports, etc.) in the format and structure required by the client. - Ensure all electronic and hardcopy archives meet client and contractual standards for data integrity, accessibility, and traceability. Key Deliverables - Approved Document Control Procedure aligned with CLIENT standards. - Updated Master Document Register (MDR) - Periodic Document Status and Compliance Reports - Document Transmittal and Distribution Logs - Final Project Handover Documentation Package